Job Description - Coordinator, VCT
Description View created on 09/01/2015

Coordinator, VCT

FLSA Status: Exempt
Pay Grade: 14
Job Title ID: 171000
Job Series/Job Family: College Support Systems & ISD Relations Series / Virtual College Family (Grant funded)

Reports To

Director, Virtual College of Texas

Job Purpose

To assist Director in administering and operationally supporting a statewide collaborative of Texas' 50 community college districts and the Texas State Technical College system, which inter-institutionally share distance learning resources, including instruction, administration, technology, and student services.

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Following a cyclical calendar, takes critical administrative actions at the VCT website;  notifies member college contacts of actions required of them;  monitors college responses; and  takes follow-up action as needed.
  2. Orients colleges' new VCT coordinators, instructors and administrators regarding VCT administrative policies and procedures. Addresses via phone and email ad hoc requests for explanations and clarifications.
  3. Coordinates, oversees, and maintains VCT website; updates website content and links; provides recommendations regarding navigation, usability, accessibility. Updates and maintains website pages of Texas Association of Community Colleges, as requested.
  4. Provides technical assistance to VCT coordinators, college instructors, registrars, and other college personnel regarding use of the VCT website and its numerous custom-programmed web applications; grants appropriate user permissions for website access.   Provides user support for other VCT-developed software.
  5. Receives user-reported website problems, troubleshoots them, and determines if the cause is user error or program malfunction. Works one-on-one to resolve user errors; reports program malfunctions to programmer and tests fixes to ensure problems have been appropriately resolved.
  6. Works closely with contract programmer to test and debug custom-programmed web applications.
  7. Manages multiple VCT listservs and mail lists.
  8. Collects faculty credentials from colleges and uploads them to an online, electronic document system; ensures credentials in the system are current; arranges access to credentials for college-designated users; provides user technical support via phone and email.
  9. Makes detailed arrangements for VCT meetings and events, inlcuding contracts with hotels, caterers, and other service providers including equipment, Internet access, and audio conference/telephone access.
  10. Develops online surveys with special survey-development software; coordinates and manages annual Institutional Evaluation of VCT and fall and spring Evaluation of Instruction and Services completed by students statewide; ensures that compiled results of instruction and services evaluations are accessible at the VCT website and all instructors teaching courses offered through VCT are notified. 
  11. Writes comprehensive user instructions for custom-programmed web applications; drafts meeting reports based upon notes taken.

  12. Performs complex computer activities using word processing, spreadsheets, presentation and survey development software. Designs and produces handouts, newsletters, brochures, presentation slides, or other documents, as needed.
  13. Serves as liaison between VCT office and ACC Business Office, Purchasing, Institutional Effectiveness, Document Management, and other offices.
  14. Manages receipt and payment of all VCT expenses, via ACC purchasing software, including vendor and service provider invoices and staff and non-staff travel.
  15. Maintains precise, current record of VCT operational expenses on spreadsheet by budget subcodes.

  16. Establishes and maintains files, logs, and other tracking systems for various initiatives and events.
  17. May oversee work of hourly employees.
  18. Prepares requisitions for supplies and equipment.
  19. Makes staff and non-staff travel arrangements and completes travel and reimbursement requests.
  20. May assist and coordinate special projects.


Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.



Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.


Computer Skills


Physical Requirements

Work Experience